Mini-Bid With E-Rate Information

Mini-Bid E-Rate Bidding Information for Schools – FY 2017

For schools that choose to use a Master Contract with an accompanying Form 470, as the procurement option for their E-rate Category 2 applications, a Mini-Bid process must be conducted among all regional manufacturers that can provide that “Category” of equipment in order to meet the E-rate requirement that all equivalent product lines must be provided the opportunity to submit proposals.

A few important notes before you begin:

• The applicant does not need to post an FCC Form 470 to conduct a mini-bid.
• The applicant does not need to wait the required 28-day open requirement. However, a reasonably established due date (example: 7 days) should be used to give providers time to respond for the Mini-Bid.
• The applicant does not need to conduct a Mini-Bid if only one service provider is able to provide the Category service. For example, if three eligible service providers are listed on the contract, but only one can offer the specific Category product or service in the applicant's geographic location, a mini-bid is not required.

Reminder: E-rate rules prohibit bidding vendors from providing the equipment list that will become part of the Mini-Bid. Service providers are allowed to answer general questions about the products and services they sell in response to applicant inquiries, but they may not prepare any part of a RFP or spec sheet that will be used by the applicant for conducting competitive bid procurement. If you don’t know exactly what the model numbers are for the components you need, you should list the manufacturer – if you have a preference – and generally describe the components you need. For example, if you need wireless access points you would simply list wireless access points and estimate the quantity.

What are Steps for Mini-Bid Process?

1. Create Equipment/Needs List for your message on your Mini-Bid equipment/services procurement. If you require installation, configuration, or training be certain to include that on your bid list.
2. Compose E-mail to Vendors. The message can/should be modified to meet your specific requirements, but it must be personalized where highlighted from the included sample, and must give a due date for vendors to submit responses. As a guide, you should give vendors a reasonable about of time to respond (7-14 calendar days).   
3. Determine All Vendors in the Relevant "Category"- E-rate rules where more than one vendor can provide "equivalent" equipment, you must conduct a Mini-Bid among all product lines in that “Category." The Category examples are as follows:
1. Wireless Equipment/Services
2. Switches
3. Routers
4. Cabling/Connectors
5. Firewall Equipment/Services
6. Racks, UPSs, and Caching Servers
4. E-mail all of the vendors (using e-mail addresses in found in contract) with awarded product line in the specific Category and seek pricing proposals for your specific equipment list.
5. Conduct Your Bid Evaluation using the prices contained in the vendor proposals submitted by the required deadline, perform your bid evaluation to select the successful vendor. If a vendor has not responded with a quote by your established deadline, you are not obligated to consider that vendor’s equipment in your evaluation.
1. Price of eligible equipment/services must be the most heavily weighted factor, but you may consider other factors such as previous experience with the District, references, cost to train or certify staff on new equipment, etc.
1. You may use the sample worksheet for your evaluation matrix.
6. Notify Winning Vendor after conducting your bid evaluation and selecting the winning vendor, inform the winning vendor/reseller via e-mail that they have been tentatively selected to provide your E-rate Category 2 equipment and services, contingent on school board approval (if required).
7. Sign and Date the Contract The district should then sign and date the contract, after obtaining any required school board approvals. Be certain that the signing date is on or BEFORE date of filing the Form 471. The date of the school/district signature will be the contract award date.
8. Complete Form 471 and upload the contract into EPC.

Email Sample
Bid Evaluation Matrix Sample

Please contact me at tlawrence@sde.idaho.gov if there are any questions.

Using Master Contracts with E-Rate

Using Master Contracts with E-Rate

When schools, districts, and libraries decide to use a Master Contract for procuring broadband products and services for E-Rate reimbursement, pay close attention to a few important elements below to ensure the process is successful. Please note, this process is only for purchasing product and services that are eligible under the e-rate rules in which you are seeking reimbursement. Under the rules of e-rate and state purchasing laws, there must be an open and fair bidding process to qualify and establish the approved vendor(s) on the Master Contract. The applicant’s goal is to adhere to both state purchasing laws and E-Rate rules.

1. There are two (2) types of Master Contracts (MC). 
1. MC with an accompanying FCC Form 470 number filed by the originator.
2. MC without an accompanying FCC Form 470 number filed by the originator.
2. When using a Master Contract with a valid FCC Form 470 number. 
1. The applicant can complete a FCC Form 471 without filing an FCC Form 470 first.
2. The applicant does not have to complete a formal RFP to accept bids for the products or services.
3. If there are multiple providers listed on the Master Contract for the products or services desired, the applicant must perform a Mini-Bid with all providers on the list that have same or functionally equivalent products or services as the desired.  
4. The applicant would file their own Form 471 and reference the Master Contract Form 470 number.
3. When using a Master Contract without a valid FCC Form 470 number:
1. The applicant MUST complete a FCC Form 470; wait the minimum 28 days to accept bids from providers. An RFP may not be required with the Form 470, but is recommended. (Check ID State Law)
2. If there are multiple providers listed on the Master Contract for the products or services desired, the applicant must perform a Mini-Bid with all providers on the list.
3. The applicant can use the Master Contract as a bid offer for their selection.

Please contact me at tlawrence@sde.idaho.gov if there are any questions.